UNDP Jobs - 5571- Administrative Associate

Administrative Associate - NATIONAL

Location :

Jakarta, INDONESIA

Type of Contract :

100 Series

Starting Date :

Application Deadline :

18-Jul-08 (Midnight New York, USA)

Post Level :

GS7

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

One year with possible extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP
Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

Under the overall guidance and supervision of the ARR/Operations. the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and projects staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions :

Implementation of operational strategies
Provision of effective and efficient administrative support services
Support to supply and assets management
Effective administrative and financial control in the office
Proper common services
Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Support to the office’ administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Coordination and supervision of support staff engaged in the fields of common services and general services, including registry, telephone operator/receptionist, etc.
Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and assets management and disposal (as detailed in point #3 below)..
Presentation of thoroughly researched information for planning of financial resources for administrative services.
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
Submission of information on administrative services provided for cost-recovery bills.

3. Provides support to proper assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports on office assets, including DEX project and CSA assets, coordination of physical verification of inventory items and its documentation of the inventory exercise.
Coordination of office supplies for the Unit through preparation and implementation of the unit’s procurement plan.

4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
Review of data integrity in the database, analysis of results and initiation of corrective actions when necessary.
Proper inventory control; supervision of proper issuance of inventory items and supplies.
Review of travel authorizations, documentation, and relevant requests for payments.
Assistance in the preparation of budget, audit and other reports relevant to his/her work portfolio.
Provision of researched information, reports for audit exercises.

5. Ensures proper common services focusing on achievement of the following results:

Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
Proper planning and tracking (together with the UN Common Services Associate) of common services budget and of Agencies contributions to the common services account.

6. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Organization of training for the operations/projects staff on administration.
Briefing to staff members on general administrative matters; provision of advice and administrative support.
Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to perform a vide range of varied, inter-related complex administrative services
Ability to extract, interpret and analyze data and resolve operational problems
Ability to work with minimum supervision
Ability to supervise and train support staff
Ability to plan and organize work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, proactive and constructive attitude
Remains calm, in control and good humored even under pressure

UNDP Procurement certification programme

Required Skills and Experience

VI. Recruitment Qualifications

Education:

Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

5 to 7 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Fluency in the UN and national language of the duty station

FEMALE CANDIDATES ARE ENCOURAGED TO APPLY